Meeting Rooms Terms & Conditions


Library sponsored programs and events will receive priority. Meeting rooms at the Donald W. Reynolds Library are available during normal Library hours for use by community organizations whose primary membership includes residents of Baxter County. 

Meetings scheduled in Knox Community Rooms can be held when the Library is closed with advance approval of the Baxter County Librarian. Such meetings will incur an hourly fee, limited to a maximum of three hours.* 

The Library reserves the right to relocate a group to a different meeting room or to cancel a room reservation.

No soliciting or selling of products or services not directly connected with the Library can take place. Library Meeting rooms may be reserved for business events for a fee.*

The computer lab may be reserved by businesses for training during normal Library operating hours for a fee.* 

Purposes, objectives, or views of groups using meeting rooms shall not be advertised in any way that suggests that the Library endorses them. 

Groups may reserve a meeting room once each month and will notify the library if the event is cancelled. 

Conference and study rooms with seating for eight or fewer may be reserved no more than 30 days in advance. The number of times these rooms may be scheduled each month will be based on demand. Reservations will be posted on the door of each room. 

Any group using a meeting room is expected to conduct its proceedings in a quiet, orderly manner, not disruptive of normal Library functions. Events involving youth must be adequately chaperoned. 

Any decorations must be free standing. Nothing may be taped, tacked or attached to walls or equipment. Equipment that is likely to result in damage to the room or its equipment may not be used. 

The group representative will sign in at the Circulation Desk upon arrival. After confirming the event on the event calendar, staff will issue a room key in exchange for the group representative’s driver’s license. After meeting, users will provide attendance figures from their meeting, sign out, return the room key, and retrieve their driver’s license. 

Groups will bring their own supplies for each meeting to use with the Library’s coffee pots (filters provided). Groups are to set up and take down tables and chairs as needed, vacating the room 15 minutes prior to the library closing. Trash must be placed in receptacles and the room left clean. Please report any spills immediately. Room set-up and take-down is available by Library staff for a fee which will be invoiced.* 

Use of the kitchen must be reserved and is subject to availability. The kitchen’s warming ovens are available for heating pre-cooked foods. The Library will not store items for groups using the meeting rooms. Library staff will not be responsible for delivery or pickup of event-related items or equipment. The Library is not responsible for damage to, or loss of, personal items used or left in the meeting rooms. 

Tobacco use is prohibited on Library premises. 

Groups or individuals booking the meeting rooms may not serve alcohol. 

The room divider must be operated by library staff only. 

The Library’s coffee shop vendor Bookworms Cafe has the right of first refusal on any catering of meals and/or refreshments in the Library. ORDER ONLINE Light refreshments and covered beverages from the coffee shop are permitted in the Knox Community Rooms, the small conference rooms, and the study rooms. 

Use of the Library’s electronic equipment must be arranged at the time the room is booked. Arrangements for training on how to use equipment must be made in advance. Groups will be held responsible for any damage to, or theft of, Library property. 

The Library reserves the right to refuse future bookings to groups that fail to appear on scheduled meeting dates or do not abide by the above policies.

 

*Fee Schedule for Commercial/Event Use of Meeting Rooms & Equipmentfees